How to Understand and Update Oracle (OFC) Project Portfolio Management (PPM) Project Personnel


Overview


Critical Concepts


Purpose

Recommended Role Mapping

​Sponsored Projects (Award & Project)

NameDescriptionOFC ModuleUse in Upstream and 
Downstream Systems
Principal Investigator
  • Controls and monitors the technical direction and academic quality of research Projects such as laboratory studies or clinical trials
  • Is ultimately responsible for the research Award
  • Populated from KR
Award: RequiredSPARCM
ECERT
MSO/DBO/CAO
  • Chief Administrative Officer of Department
  • Populated by OPAFS at time of Award setup
  • Updates by Dept
Award: Recommended
Project: Optional
SPARCM
Project Manager
  • This is generally the PI for Sponsored Projects
  • If there are multiple projects, the Project Manager of the Project may not equal the lead PI of the Award
  • Initially populated from PI on Award at time of Award setup
Project: Required
Fund Manager
  • Fund Manager supporting the administration of an Award
Award: Recommended
Project: Optional
SPARCM
Fiscal Manager
  • Manager of a group of financial activities
  • Same as Clinical Trials Department Supervisor
  • This Role may be helpful for departments with more levels of administrative hierarchy than Fund Manager and MSO
Award: Optional
Project: Optional
SPARCM for Sponsor CT
Task Manager
  • Person responsible for the Task
  • This may be a PI or often a Co-Investigator responsible for the Task
  • Should only be an override from the Project Manager
Task: Recommended
Task Fund Manager
  • Fund Manager for the Task 
  • Should only be an override from the Fund Manager
Task: Recommended

Non-Sponsored Project

NameDescription OFC Module
MSO/DBO/CAO
  • Chief Administrative Officer of Department
Project: Recommended
Project Manager
  • For Non-Sponsored Projects, this is the responsible administrator; faculty or staff/business administrator
Project: Required
Fund Manager
  • Fund Manager supporting the administration of a Project
Project: Recommended
Fiscal Manager
  • Manager of a group of financial activities
  • This Role may be helpful for departments with more levels of administrative hierarchy than Fund Manager and MSO
Project: Optional
Task Manager
  • Person responsible for the Task, which could be a PI or a staff member assigned
  • Should only be an override from the Project Manager
Task: Recommended
Task Fund Manager
  • Fund Manager for the Task
  • Should only be an override from the Fund Manager
Task: Recommended

Validations in place to ensure clear reporting:

Rollout and Action Plan:

Steps to Take


1. Navigate to Oracle https://ofc.ucsd.edu

2. Click Company Single Sign-On

3. Sign in with your Active Directory information

4. Search for OFC Role by one of the following options:

    1. Award Personnel
      1. Navigate to Projects and Awards
      2. Select Awards
      3. On the right side of the screen, click on Action Button or Drawer Button-->
      4. Select Manage Award 
      5. Search for the Award
      6. View Award Details
      7. Personnel on Details button

b. Project Members:

      1. Navigate to Projects and Awards
      2. Select Project Financial Management
      3. Search for Project 
      4. Select Manage Financial Project Settings 
      5. Click on Parties
      6. View Team Members

c. Task Personnel:

Due to Security Role limitations, departments may not be able to view this page and may need to use reports to validate

d. Task Manager:

      1. Navigate to Projects and Awards
      2. Select Project Financial Management
      3. Search for Project
      4. Manage Financial Project Plan
      5. Highlight Task, click on Actions
      6. Manage Tasks
      7. Edit Task Details in General
      8. Update Task Manager

e. Task Fund Manager

      1. Navigate to Projects and Awards
      2. Select Project Financial Management
      3. Search for Project
      4. Manage Financial Project Plan
      5. Select Task, click on Additional Information
      6. Task Fund Manager

5. How to Update Project Personnel:

    1. Use the Project Panorama Overview to download all Projects
    2. Use the Project Information Lookup report on bah.ucsd.edu  to identify and download all current personnel
    3. Identify the appropriate contacts
    4. Use that data to complete a Service Now ticket to complete the template to update Award/Project/Task personnel
    5. Use the forms on these tickets:
      1. Sponsored Projects: Sponsored Project Change Role Request
      2. General Projects: General Project Change Role Request

If you still have questions or need additional assistance, please submit a ticket.